Exercise files

Quick reference

Topic

Learn how to save a Keynote file with password protection.

When to use

Sometimes we work with information that we consider to be sensitive or confidential that requires an extra measure of security. In this lesson, we’ll learn how to add that security to our Keynote files.

Instructions

In some cases, we may want to consider adding password-protection to a Keynote file, instead of just a PDF file. This gives others the option to make edits to a Keynote file in a secure way.

PDF files are static and not designed to be edited.

To add password protection to a Keynote file:

go to File > Set Password…

set your password (with verification)

add a password hint (optional but recommended)

To change or remove a password from a Keynote file:

open the password-protected file

go to File > Change Password…

change the password or click the “Remove Password” button

The password set for the sample file is “123”.

00:04In a previous lesson, we walked through how to export a Keynote presentation to

00:08a PDF format with the inclusion of a password for opening, printing, and

00:13even copying content from within that file.

00:16In this lesson, we'll talk about why applying that same level of security to

00:20a Keynote formatted file is just as, if not more, important than applying

00:25it to a PDF formatted file, and will also walk through the steps on how to do this.

00:30First, let's talk about the why.

00:33A PDF file is great for distributing content and

00:36information in a way that is static or finalized.

00:39For example, I create and deliver a presentation to a group of colleagues.

00:44After the delivery of that presentation,

00:46I may want to send them a presentation of that keynote file for later review.

00:51PDF is static and designed not to change after it was created.

00:56In many cases, sending someone a Keynote formated file can be extremely useful.

01:01Especially if it's a live document, in other words,

01:04a document that is still being designed, build, and enhanced.

01:08If you are working on a live document with another person and that person will also

01:12be making changes of their own, a PDF documented format wouldn't work that well.

01:18In this situation, you would want to send a Keynote file back and

01:21forth, allowing the other person to make changes.

01:24Under these conditions,

01:25it may be a good idea to at least consider using file level password protection.

01:30This would be especially true if the document you were collaborating on

01:33contained trade secrets, sensitive, or otherwise,

01:36confidential or private information.

01:39Basically, anything you would not want to be made public, with out you consent.

01:43Let's walk though how to do this.

01:45Because this file contains financial information, and

01:48we plan to send it to a second party, via e-mail, for revisions.

01:52We will definitely want to add password protection.

01:54It would be detrimental if someone outside of this

01:57authorized group were to somehow obtain a copy of this file and access its contents.

02:02To do this, we first open the file, then go to file, set password.

02:08Adding a password is quick and easy.

02:11Once you have a password that you want to use, we simply enter that password here.

02:15As additional options we can enter a password hint.

02:19And we can also choose to have the password stored in our Keychain

02:22application.

02:23Keychain is an application built into OS ten that gives you the option of storing

02:27your frequently used passwords in a secure vault.

02:31When this box is checked, it will add this password to your vault.

02:35When you open the file in the future, Keynote will not prompt you for

02:38the file password because the password is automatically retrieved

02:42from your Keychain.

02:43For now we will uncheck this box.

02:46Once we're done we can click set password.

02:49With a password set, lets go ahead and close the file and reopen it.